Patient Pathway Administrator

Kingston Hospital; Glasgow, London Borough of Richmond upon Thames; Remote; GBP 31,000 - 32,000; Full time

Job summary

Kingston and Richmond NHS Foundation Trust is seeking an Administrative Clerk to act as the main contact for patient pathway administrative tasks. You will work within a multi-disciplinary team, handling referrals, bookings, and data entry to ensure smooth patient journeys from referral through discharge.

The role supports proactive scheduling, maintains clinic records, and coordinates with other services as required, contributing to waiting time targets and efficient operations.

Qualifications

• GCSE English and Maths (A-C) or equivalent.
• Experience using NHS patient data systems is desirable.
• Ability to handle data entry accurately and maintain records.

Responsibilities

• Process referrals, bookings and scheduling in line with SOPs.
• Coordinate appointments with clinicians to optimise capacity.
• Maintain accurate clinic outcomes and CRS records.
• Support in coordinating appointments across hospitals and services.

Skills

Accurate data entry

Effective communication

Education

GCSE English & Maths

Tools

IT systems

Patient data systems

Job description

Main area Endoscopy Grade Band 3 Contract Fixed term: 1 year (Mon-Fri, may include evenings) Hours Full time - 37.5 hours per week (Mon-Fri, may include evenings) Job ref 396-8253515-DE-GV-Y-A

Site Kingston and Richmond Foundation Trust Town Kingston Salary £30,630 - £32,346 Pro rata, pa, incl. HCAS Salary period Yearly Closing 23/11/2026 23:59

Home, community, hospital

KingstonandRichmond NHS Foundation Trust offers a range offantasticopportunities to grow your career across both hospital and community settings in south London. Whether you're looking to build new skills or take your experience to the next level,weare uniquely placed toprovide therightenvironment to support your professional development.With colleagues working in people’s homes, in community clinics, and in our two hospitals, we have an outstanding breadth of knowledge and experience to draw from.

Our commitment to exceptional care is reflected in being the firsttrustof our kindin London to achieve an 'Outstanding' rating from the CQC for bothoverallquality andleadership.We exist to provide the best possible care for our patients and we do that by giving our colleagues what they need to be their best at work. We have won numerous awards from the HSJ and Nursing Times for the way we support our colleagues across all our services.

We are proud to be recognised for our outstanding cancer care, children's services, pioneering surgical teams, and exceptional rehabilitation services. Our maternity services have been rated the "Best in London" by women surveyed by the Care Quality Commission (CQC), with parents travelling to Kingston to take advantage of our considerable experience and expertise.

These words are important reminders, but it’s our behaviours that tell people who we are. We expect all colleagues to bring our values to life in their work.

• Compassionate: We provide care with kindness, understanding, and empathy for all.
• Inclusive: We embrace diversity and respect the unique contributions of every individual.
• Collaborative: We foster teamwork across all levels, working together and with our partners to deliver the best outcomes.
• Inspiring: We are committed to continuous improvement and excellence in patient care, staff development, and innovation.

Job overview

The post holder will be the point of contact for all administrative issues relating to patients’ pathway of care. The post holder will work as part of a multi-disciplinary team and will provide support in the proactive management of the patient pathway from referral to discharge, ensuring the entire pathway is managed smoothly.

Main duties of the job

• Process and log all referrals, including paper and Choose and Book, in line with Trust Access Policy and speciality SOP.
• Schedule new and follow up appointments with the most appropriate clinician, ensuring that capacity is proactively and efficiently used, escalating issues as required to the Admin Manager/Team Leader
• Ensure that any diagnostics and investigations that are required as part of the patient pathway have been requested, including those carried out at other Trusts.
• Assist in the co-ordination of appointments and procedures at other hospitals and organisations, where required.
• Ensure clinic outcomes are recorded accurately on CRS, including those for offsite clinics.
• Under supervision, completeclinic cancellation forms and process according to SOP.
• Reschedule outpatient clinics as requested by Admin Manager/Team leader, in line with waiting time targets
• Use the Trust’s medical transcription system and ensure that letters are processed in accordance with SOP

Continued on attached JD...

Working for our organisation

Kingston and Richmond NHS Foundation Trust cares for more than half a million patients a year, from across Kingston, Richmond, Elmbridge (Surrey), Merton, Wandsworth and Sutton. In 2018, we became the first acute hospital trust in London to be rated "Outstanding" for overall quality and leadership by the national Care Quality Commission regulator.

We have approximately 350 beds and directly employ around 2,900 staff. Our trust provides a full range of diagnostic services and treatment services. Our main site is the Kingston Hospital site but we also run a number of outpatient clinics in the community, including in Raynes Park, Surbiton, Queen Mary’s Roehampton and Teddington.

Detailed job description and main responsibilities

***Please see the attached supporting document/s (JD) which contains more information about the role in the job description and person specification***

NB: ensure any supporting statements align with the job description and person specification, as your application will be assessed against these criteria.

Person specification

Qualifications

• GCSE or equivalent in English and Maths, grades A-C (or equivalent)

Experience

• Experience of using full range of IT systems and patient data systems
• Experience of working in the NHS/ Healthcare
• Experience of scheduling appointments and/or admissions

Skills

• Accurate data entry, typing and checking skills
• Ability to communicate effectively with people at all levels

Knowledge

• Understanding of patient priorities and performance targets related to appointments and waiting times
• Basic knowledge of medical terminology

Other

• Ability to follow and work to policies and protocols
• Demonstrate how you meet Kingston and Richmond Trust values

We support the NHS Flex for the Future pledge

We welcome conversations about flexible working from day one, including options such as adjusted hours, compressed hours and other arrangements. If flexibility matters to you, please talk to us - we’ll be happy to explore what’s possible for the role and the service.